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The following is a generic Event Checklist that will help you get started in identifying all of the details you’ll need to consider as well as an indication of the timelines involved with your event planning process. Please note that since association and non-profit events can range from a small workshop through to a gala fundraising event, we were not able to drill down to the level of detail you may need to consider when planning your specific event.

But, we hope this checklist gets you started with your event planning. 3-4 Months Ahead of Event • Speaker/presenter/entertainer liaison: e.g.: • finalize presentation/speech topics • get bio information, photo • travel & accommodation arrangements • have contracts signed if appropriate, etc.

• Financial/Administration: for example, determine: • Registration fees • Set up/enable • Sponsor levels/amounts • Identify items to be underwritten and accounting tracking details • Venue/logistics planning, e.g.: • Investigate need for any special permits, licenses, insurance, etc. • Determine and arrange all details re menu, A/V equipment, registration set-up, parking, signage, etc. • Review security needs/plan for the event with venue manager • Publicity: Follow publicity plan, e.g., • Develop draft program • Create draft event script (e.g., MC, speaker introductions, thanks, closing, etc.) • Develop publicity pieces -- e.g., newsletter articles and/or ads, radio spots, print blog posts articles for submission to other publications and/or ads, etc. • Request logos from corporate sponsors for online and printed materials • Develop and produce invitations, programs, posters, tickets, etc. • Develop media list & prepare News Release, Media Advisory, Backgrounder and all media kit materials (e.g., speaker info, photos, etc.) • Create event page • Enable/create email • Create a Facebook event page • Develop a promo video and post on YouTube and your Facebook page • Register your event on a variety of online event calendars • Create some buzz on your blog or member forums • Determine VIPs and create invitation & tracking document (e.g., spreadsheet). 1 week ahead • Have all committee chairs meet and confirm all details against Master Plan – and ensure back-up plans are developed for any situation (e.g., back-up volunteers as VIP greeters, additional volunteers for registration or set-up, etc.) • Finalize event script • Brief any/all hosts, greeters, volunteers about their event duties and timelines • Final seating plan, place cards, etc.